Office 2k(excel)

Our local historical society has created a SS with 5 columns, doc#,
category, date of doc, box#, folder#.
We want people to be able to search the docs, sort and/or filter according
to what they are looking for and print out results of search.
Here's the catch- we don't want them to be able to permanently change any of
the data in the columns AND we want the ss to retain it's original format
when they close out of Excel.
I read that you can disable the save alert using VBA when they close out but
not sure if there is a way for folks to get around this even by mistake.
Also read that the later versions of Office allows more ways to protect the
ss. Would this be the way to go?

Yes, we'll keep a 'clean' backup copy on a different system plus a copy on a
cd/dvd but we'd rather not have to reload it everytime someone uses the
system open to our members.

Thanks for any suggestions.

Couldn't you just mark the file readonly?

The user will be able to save as a different name, but the original will be
safe.

If you want to experiment, you could:
Open windows explorer
traverse to the folder that contains your file
Rightclick on the file and choose properties.
And mark it readonly.

But anyone who knows how to toggle this setting can.

You could also open your workbook
File|SaveAs|tools|general options|and give it a password to modify (not open).

When they open the workbook, they'll be prompted for that password to modify.
If they know it, they can enter the password and save any changes they make.

If they don't know it, then they can still save their workbook using a different
name.

======
If you use the windows explorer readonly settings (alone or with the second
suggestion), excel won't even bother the user with a password prompt.

Excel knows the file should be opened in readonly mode.

"L.S." wrote:
>
> Office 2k(excel)
>
> Our local historical society has created a SS with 5 columns, doc#,
> category, date of doc, box#, folder#.
> We want people to be able to search the docs, sort and/or filter according
> to what they are looking for and print out results of search.
> Here's the catch- we don't want them to be able to permanently change any of
> the data in the columns AND we want the ss to retain it's original format
> when they close out of Excel.
> I read that you can disable the save alert using VBA when they close out but
> not sure if there is a way for folks to get around this even by mistake.
> Also read that the later versions of Office allows more ways to protect the
> ss. Would this be the way to go?
>
> Yes, we'll keep a 'clean' backup copy on a different system plus a copy on a
> cd/dvd but we'd rather not have to reload it everytime someone uses the
> system open to our members.
>
> Thanks for any suggestions.

--

Dave Peterson

Thanks. Will play with these settings later today.

L.

"Dave Peterson" <(E-Mail Removed)> wrote in message
news:(E-Mail Removed)...
> Couldn't you just mark the file readonly?
>
> The user will be able to save as a different name, but the original will
> be
> safe.
>
> If you want to experiment, you could:
> Open windows explorer
> traverse to the folder that contains your file
> Rightclick on the file and choose properties.
> And mark it readonly.
>
> But anyone who knows how to toggle this setting can.
>
> You could also open your workbook
> File|SaveAs|tools|general options|and give it a password to modify (not
> open).
>
> When they open the workbook, they'll be prompted for that password to
> modify.
> If they know it, they can enter the password and save any changes they
> make.
>
> If they don't know it, then they can still save their workbook using a
> different
> name.
>
> ======
> If you use the windows explorer readonly settings (alone or with the
> second
> suggestion), excel won't even bother the user with a password prompt.
>
> Excel knows the file should be opened in readonly mode.
>
> "L.S." wrote:
>>
>> Office 2k(excel)
>>
>> Our local historical society has created a SS with 5 columns, doc#,
>> category, date of doc, box#, folder#.
>> We want people to be able to search the docs, sort and/or filter
>> according
>> to what they are looking for and print out results of search.
>> Here's the catch- we don't want them to be able to permanently change any
>> of
>> the data in the columns AND we want the ss to retain it's original format
>> when they close out of Excel.
>> I read that you can disable the save alert using VBA when they close out
>> but
>> not sure if there is a way for folks to get around this even by mistake.
>> Also read that the later versions of Office allows more ways to protect
>> the
>> ss. Would this be the way to go?
>>
>> Yes, we'll keep a 'clean' backup copy on a different system plus a copy
>> on a
>> cd/dvd but we'd rather not have to reload it everytime someone uses the
>> system open to our members.
>>
>> Thanks for any suggestions.
>
> --
>
> Dave Peterson

Thanks.

"Dave Peterson" <(E-Mail Removed)> wrote in message
news:(E-Mail Removed)...
> Couldn't you just mark the file readonly?
>
> The user will be able to save as a different name, but the original will
> be
> safe.
>
> If you want to experiment, you could:
> Open windows explorer
> traverse to the folder that contains your file
> Rightclick on the file and choose properties.
> And mark it readonly.
>
> But anyone who knows how to toggle this setting can.
>
> You could also open your workbook
> File|SaveAs|tools|general options|and give it a password to modify (not
> open).
>
> When they open the workbook, they'll be prompted for that password to
> modify.
> If they know it, they can enter the password and save any changes they
> make.
>
> If they don't know it, then they can still save their workbook using a
> different
> name.
>
> ======
> If you use the windows explorer readonly settings (alone or with the
> second
> suggestion), excel won't even bother the user with a password prompt.
>
> Excel knows the file should be opened in readonly mode.
>
> "L.S." wrote:
>>
>> Office 2k(excel)
>>
>> Our local historical society has created a SS with 5 columns, doc#,
>> category, date of doc, box#, folder#.
>> We want people to be able to search the docs, sort and/or filter
>> according
>> to what they are looking for and print out results of search.
>> Here's the catch- we don't want them to be able to permanently change any
>> of
>> the data in the columns AND we want the ss to retain it's original format
>> when they close out of Excel.
>> I read that you can disable the save alert using VBA when they close out
>> but
>> not sure if there is a way for folks to get around this even by mistake.
>> Also read that the later versions of Office allows more ways to protect
>> the
>> ss. Would this be the way to go?
>>
>> Yes, we'll keep a 'clean' backup copy on a different system plus a copy
>> on a
>> cd/dvd but we'd rather not have to reload it everytime someone uses the
>> system open to our members.
>>
>> Thanks for any suggestions.
>
> --
>
> Dave Peterson

Played with your suggested setting and I think that will work fine.
May also use a VBA to disable save and save as function.

Thanks again,

"Dave Peterson" <(E-Mail Removed)> wrote in message
news:(E-Mail Removed)...
> Couldn't you just mark the file readonly?
>
> The user will be able to save as a different name, but the original will
> be
> safe.
>
> If you want to experiment, you could:
> Open windows explorer
> traverse to the folder that contains your file
> Rightclick on the file and choose properties.
> And mark it readonly.
>
> But anyone who knows how to toggle this setting can.
>
> You could also open your workbook
> File|SaveAs|tools|general options|and give it a password to modify (not
> open).
>
> When they open the workbook, they'll be prompted for that password to
> modify.
> If they know it, they can enter the password and save any changes they
> make.
>
> If they don't know it, then they can still save their workbook using a
> different
> name.
>
> ======
> If you use the windows explorer readonly settings (alone or with the
> second
> suggestion), excel won't even bother the user with a password prompt.
>
> Excel knows the file should be opened in readonly mode.
>
> "L.S." wrote:
>>
>> Office 2k(excel)
>>
>> Our local historical society has created a SS with 5 columns, doc#,
>> category, date of doc, box#, folder#.
>> We want people to be able to search the docs, sort and/or filter
>> according
>> to what they are looking for and print out results of search.
>> Here's the catch- we don't want them to be able to permanently change any
>> of
>> the data in the columns AND we want the ss to retain it's original format
>> when they close out of Excel.
>> I read that you can disable the save alert using VBA when they close out
>> but
>> not sure if there is a way for folks to get around this even by mistake.
>> Also read that the later versions of Office allows more ways to protect
>> the
>> ss. Would this be the way to go?
>>
>> Yes, we'll keep a 'clean' backup copy on a different system plus a copy
>> on a
>> cd/dvd but we'd rather not have to reload it everytime someone uses the
>> system open to our members.
>>
>> Thanks for any suggestions.
>
> --
>
> Dave Peterson

And what will you do when users disable macros on opening?

Do you have a contingency plan?


Gord Dibben MS Excel MVP

On Sat, 13 Mar 2010 18:00:00 -0600, "L." <(E-Mail Removed)> wrote:

>Played with your suggested setting and I think that will work fine.
>May also use a VBA to disable save and save as function.
>
>Thanks again,
>
>"Dave Peterson" <(E-Mail Removed)> wrote in message
>news:(E-Mail Removed)...
>> Couldn't you just mark the file readonly?
>>
>> The user will be able to save as a different name, but the original will
>> be
>> safe.
>>
>> If you want to experiment, you could:
>> Open windows explorer
>> traverse to the folder that contains your file
>> Rightclick on the file and choose properties.
>> And mark it readonly.
>>
>> But anyone who knows how to toggle this setting can.
>>
>> You could also open your workbook
>> File|SaveAs|tools|general options|and give it a password to modify (not
>> open).
>>
>> When they open the workbook, they'll be prompted for that password to
>> modify.
>> If they know it, they can enter the password and save any changes they
>> make.
>>
>> If they don't know it, then they can still save their workbook using a
>> different
>> name.
>>
>> ======
>> If you use the windows explorer readonly settings (alone or with the
>> second
>> suggestion), excel won't even bother the user with a password prompt.
>>
>> Excel knows the file should be opened in readonly mode.
>>
>> "L.S." wrote:
>>>
>>> Office 2k(excel)
>>>
>>> Our local historical society has created a SS with 5 columns, doc#,
>>> category, date of doc, box#, folder#.
>>> We want people to be able to search the docs, sort and/or filter
>>> according
>>> to what they are looking for and print out results of search.
>>> Here's the catch- we don't want them to be able to permanently change any
>>> of
>>> the data in the columns AND we want the ss to retain it's original format
>>> when they close out of Excel.
>>> I read that you can disable the save alert using VBA when they close out
>>> but
>>> not sure if there is a way for folks to get around this even by mistake.
>>> Also read that the later versions of Office allows more ways to protect
>>> the
>>> ss. Would this be the way to go?
>>>
>>> Yes, we'll keep a 'clean' backup copy on a different system plus a copy
>>> on a
>>> cd/dvd but we'd rather not have to reload it everytime someone uses the
>>> system open to our members.
>>>
>>> Thanks for any suggestions.
>>
>> --
>>
>> Dave Peterson
>

I guess just keep a backup.

"Gord Dibben" <gorddibbATshawDOTca> wrote in message
news:(E-Mail Removed)...
> And what will you do when users disable macros on opening?
>
> Do you have a contingency plan?
>
>
> Gord Dibben MS Excel MVP
>
> On Sat, 13 Mar 2010 18:00:00 -0600, "L." <(E-Mail Removed)> wrote:
>
>>Played with your suggested setting and I think that will work fine.
>>May also use a VBA to disable save and save as function.
>>
>>Thanks again,
>>
>>"Dave Peterson" <(E-Mail Removed)> wrote in message
>>news:(E-Mail Removed)...
>>> Couldn't you just mark the file readonly?
>>>
>>> The user will be able to save as a different name, but the original will
>>> be
>>> safe.
>>>
>>> If you want to experiment, you could:
>>> Open windows explorer
>>> traverse to the folder that contains your file
>>> Rightclick on the file and choose properties.
>>> And mark it readonly.
>>>
>>> But anyone who knows how to toggle this setting can.
>>>
>>> You could also open your workbook
>>> File|SaveAs|tools|general options|and give it a password to modify (not
>>> open).
>>>
>>> When they open the workbook, they'll be prompted for that password to
>>> modify.
>>> If they know it, they can enter the password and save any changes they
>>> make.
>>>
>>> If they don't know it, then they can still save their workbook using a
>>> different
>>> name.
>>>
>>> ======
>>> If you use the windows explorer readonly settings (alone or with the
>>> second
>>> suggestion), excel won't even bother the user with a password prompt.
>>>
>>> Excel knows the file should be opened in readonly mode.
>>>
>>> "L.S." wrote:
>>>>
>>>> Office 2k(excel)
>>>>
>>>> Our local historical society has created a SS with 5 columns, doc#,
>>>> category, date of doc, box#, folder#.
>>>> We want people to be able to search the docs, sort and/or filter
>>>> according
>>>> to what they are looking for and print out results of search.
>>>> Here's the catch- we don't want them to be able to permanently change
>>>> any
>>>> of
>>>> the data in the columns AND we want the ss to retain it's original
>>>> format
>>>> when they close out of Excel.
>>>> I read that you can disable the save alert using VBA when they close
>>>> out
>>>> but
>>>> not sure if there is a way for folks to get around this even by
>>>> mistake.
>>>> Also read that the later versions of Office allows more ways to protect
>>>> the
>>>> ss. Would this be the way to go?
>>>>
>>>> Yes, we'll keep a 'clean' backup copy on a different system plus a copy
>>>> on a
>>>> cd/dvd but we'd rather not have to reload it everytime someone uses the
>>>> system open to our members.
>>>>
>>>> Thanks for any suggestions.
>>>
>>> --
>>>
>>> Dave Peterson
>>
>

Another option that is much, much safer is to get your IT staff involved.

Tell them you want a common folder that everyone has readonly access -- and only
you (and another trusted coworker (for your vacation/out of office days) have
write access).

Then you don't have to worry about the users opening windows explorer and
deleting the file.



"L." wrote:
>
> Played with your suggested setting and I think that will work fine.
> May also use a VBA to disable save and save as function.
>
> Thanks again,
>
> "Dave Peterson" <(E-Mail Removed)> wrote in message
> news:(E-Mail Removed)...
> > Couldn't you just mark the file readonly?
> >
> > The user will be able to save as a different name, but the original will
> > be
> > safe.
> >
> > If you want to experiment, you could:
> > Open windows explorer
> > traverse to the folder that contains your file
> > Rightclick on the file and choose properties.
> > And mark it readonly.
> >
> > But anyone who knows how to toggle this setting can.
> >
> > You could also open your workbook
> > File|SaveAs|tools|general options|and give it a password to modify (not
> > open).
> >
> > When they open the workbook, they'll be prompted for that password to
> > modify.
> > If they know it, they can enter the password and save any changes they
> > make.
> >
> > If they don't know it, then they can still save their workbook using a
> > different
> > name.
> >
> > ======
> > If you use the windows explorer readonly settings (alone or with the
> > second
> > suggestion), excel won't even bother the user with a password prompt.
> >
> > Excel knows the file should be opened in readonly mode.
> >
> > "L.S." wrote:
> >>
> >> Office 2k(excel)
> >>
> >> Our local historical society has created a SS with 5 columns, doc#,
> >> category, date of doc, box#, folder#.
> >> We want people to be able to search the docs, sort and/or filter
> >> according
> >> to what they are looking for and print out results of search.
> >> Here's the catch- we don't want them to be able to permanently change any
> >> of
> >> the data in the columns AND we want the ss to retain it's original format
> >> when they close out of Excel.
> >> I read that you can disable the save alert using VBA when they close out
> >> but
> >> not sure if there is a way for folks to get around this even by mistake.
> >> Also read that the later versions of Office allows more ways to protect
> >> the
> >> ss. Would this be the way to go?
> >>
> >> Yes, we'll keep a 'clean' backup copy on a different system plus a copy
> >> on a
> >> cd/dvd but we'd rather not have to reload it everytime someone uses the
> >> system open to our members.
> >>
> >> Thanks for any suggestions.
> >
> > --
> >
> > Dave Peterson

--

Dave Peterson

IT staff?
We're a small historical society with ~ 100 members and 8 that does 90% of
the work.
We're just a bunch of volunteers. I'm self taught using Excel which should
tell you something....
We're lucky to have a computer(donated) much less someone that really knows
what they are doing.

L.


"Dave Peterson" <(E-Mail Removed)> wrote in message
news:(E-Mail Removed)...
> Another option that is much, much safer is to get your IT staff involved.
>
> Tell them you want a common folder that everyone has readonly access --
> and only
> you (and another trusted coworker (for your vacation/out of office days)
> have
> write access).
>
> Then you don't have to worry about the users opening windows explorer and
> deleting the file.
>
>
>
> "L." wrote:
>>
>> Played with your suggested setting and I think that will work fine.
>> May also use a VBA to disable save and save as function.
>>
>> Thanks again,
>>
>> "Dave Peterson" <(E-Mail Removed)> wrote in message
>> news:(E-Mail Removed)...
>> > Couldn't you just mark the file readonly?
>> >
>> > The user will be able to save as a different name, but the original
>> > will
>> > be
>> > safe.
>> >
>> > If you want to experiment, you could:
>> > Open windows explorer
>> > traverse to the folder that contains your file
>> > Rightclick on the file and choose properties.
>> > And mark it readonly.
>> >
>> > But anyone who knows how to toggle this setting can.
>> >
>> > You could also open your workbook
>> > File|SaveAs|tools|general options|and give it a password to modify (not
>> > open).
>> >
>> > When they open the workbook, they'll be prompted for that password to
>> > modify.
>> > If they know it, they can enter the password and save any changes they
>> > make.
>> >
>> > If they don't know it, then they can still save their workbook using a
>> > different
>> > name.
>> >
>> > ======
>> > If you use the windows explorer readonly settings (alone or with the
>> > second
>> > suggestion), excel won't even bother the user with a password prompt.
>> >
>> > Excel knows the file should be opened in readonly mode.
>> >
>> > "L.S." wrote:
>> >>
>> >> Office 2k(excel)
>> >>
>> >> Our local historical society has created a SS with 5 columns, doc#,
>> >> category, date of doc, box#, folder#.
>> >> We want people to be able to search the docs, sort and/or filter
>> >> according
>> >> to what they are looking for and print out results of search.
>> >> Here's the catch- we don't want them to be able to permanently change
>> >> any
>> >> of
>> >> the data in the columns AND we want the ss to retain it's original
>> >> format
>> >> when they close out of Excel.
>> >> I read that you can disable the save alert using VBA when they close
>> >> out
>> >> but
>> >> not sure if there is a way for folks to get around this even by
>> >> mistake.
>> >> Also read that the later versions of Office allows more ways to
>> >> protect
>> >> the
>> >> ss. Would this be the way to go?
>> >>
>> >> Yes, we'll keep a 'clean' backup copy on a different system plus a
>> >> copy
>> >> on a
>> >> cd/dvd but we'd rather not have to reload it everytime someone uses
>> >> the
>> >> system open to our members.
>> >>
>> >> Thanks for any suggestions.
>> >
>> > --
>> >
>> > Dave Peterson
>
> --
>
> Dave Peterson

Congrats on your promotion(?) to MTS (Member Technical Staff).

Next you'll be in charge of everyone doing the work that only you do!

"L." wrote:
>
> IT staff?
> We're a small historical society with ~ 100 members and 8 that does 90% of
> the work.
> We're just a bunch of volunteers. I'm self taught using Excel which should
> tell you something....
> We're lucky to have a computer(donated) much less someone that really knows
> what they are doing.
>
> L.
>
> "Dave Peterson" <(E-Mail Removed)> wrote in message
> news:(E-Mail Removed)...
> > Another option that is much, much safer is to get your IT staff involved.
> >
> > Tell them you want a common folder that everyone has readonly access --
> > and only
> > you (and another trusted coworker (for your vacation/out of office days)
> > have
> > write access).
> >
> > Then you don't have to worry about the users opening windows explorer and
> > deleting the file.
> >
> >
> >
> > "L." wrote:
> >>
> >> Played with your suggested setting and I think that will work fine.
> >> May also use a VBA to disable save and save as function.
> >>
> >> Thanks again,
> >>
> >> "Dave Peterson" <(E-Mail Removed)> wrote in message
> >> news:(E-Mail Removed)...
> >> > Couldn't you just mark the file readonly?
> >> >
> >> > The user will be able to save as a different name, but the original
> >> > will
> >> > be
> >> > safe.
> >> >
> >> > If you want to experiment, you could:
> >> > Open windows explorer
> >> > traverse to the folder that contains your file
> >> > Rightclick on the file and choose properties.
> >> > And mark it readonly.
> >> >
> >> > But anyone who knows how to toggle this setting can.
> >> >
> >> > You could also open your workbook
> >> > File|SaveAs|tools|general options|and give it a password to modify (not
> >> > open).
> >> >
> >> > When they open the workbook, they'll be prompted for that password to
> >> > modify.
> >> > If they know it, they can enter the password and save any changes they
> >> > make.
> >> >
> >> > If they don't know it, then they can still save their workbook using a
> >> > different
> >> > name.
> >> >
> >> > ======
> >> > If you use the windows explorer readonly settings (alone or with the
> >> > second
> >> > suggestion), excel won't even bother the user with a password prompt.
> >> >
> >> > Excel knows the file should be opened in readonly mode.
> >> >
> >> > "L.S." wrote:
> >> >>
> >> >> Office 2k(excel)
> >> >>
> >> >> Our local historical society has created a SS with 5 columns, doc#,
> >> >> category, date of doc, box#, folder#.
> >> >> We want people to be able to search the docs, sort and/or filter
> >> >> according
> >> >> to what they are looking for and print out results of search.
> >> >> Here's the catch- we don't want them to be able to permanently change
> >> >> any
> >> >> of
> >> >> the data in the columns AND we want the ss to retain it's original
> >> >> format
> >> >> when they close out of Excel.
> >> >> I read that you can disable the save alert using VBA when they close
> >> >> out
> >> >> but
> >> >> not sure if there is a way for folks to get around this even by
> >> >> mistake.
> >> >> Also read that the later versions of Office allows more ways to
> >> >> protect
> >> >> the
> >> >> ss. Would this be the way to go?
> >> >>
> >> >> Yes, we'll keep a 'clean' backup copy on a different system plus a
> >> >> copy
> >> >> on a
> >> >> cd/dvd but we'd rather not have to reload it everytime someone uses
> >> >> the
> >> >> system open to our members.
> >> >>
> >> >> Thanks for any suggestions.
> >> >
> >> > --
> >> >
> >> > Dave Peterson
> >
> > --
> >
> > Dave Peterson

--

Dave Peterson